Memorandum

To : All Staff
- UOA Development Bhd
- UOA Holdings Sdn Bhd
- UOA Holdings Sdn Bhd (AP)
- UOA Asset Management Sdn Bhd
- UOA Hospitality Sdn Bhd
- UOA Komune Sdn Bhd
- Allied Engineering Construction Sdn Bhd
- Dats Management Sdn Bhd
- Asli Security Services Sdn Bhd
- Resodex Construction Sdn Bhd
- URC Engineering Sdn Bhd
- United Carparks Sdn Bhd

Date : 8th April 2020

From : Human Resources Department
Subject : GUIDELINES FOR WORK FROM HOME

The Human Resources Department has received inquiries on work from home arrangement from Heads of
Department and employees. To ensure every employee is on the same message, we have prepared the
following guidelines on work from home arrangement:

1. Definition of work from home

Work from home is a concept where employees are not required to come to the workplace and they
perform their jobs from their home. This concept gives flexible working hour to the employee as
opposed to having work from 8.00 am to 5.00 pm or 8.30am to 5.30pm, or 9.00am to 6.00pm and
generally the work performance and productivity is measured by the completion of tasks and jobs
assigned.

2. Employee Responsibility
Every employee is responsible to devote their time and commitment to complete the tasks assigned
to them by their superior during the work from home arrangement. This is in line with the
government’s instruction to the employers to enforce work from home concept during the Covid-19
so in return employees will continue to be paid accordingly. In order to continue receiving salary, the
tasks and jobs must be made available, and likewise, employees must complete their jobs
accordingly. The job assignment form is attached in this memo.

3. Superior Responsibility
Every superior is responsible to make a list of tasks to be fairly assigned to each of their employees.
Such assignment must take into account the tools and resources available on each employee while
at home. Superior must ensure they maintain daily conversation towards their subordinates. The
Human Resources Department encourages the use of any form of communications where they find
appropriate such as, WhatsApp, Telephone and emails. Superior is expected to play an active role
beyond social communication platform, and where required, superiors are encouraged to make a
quick phone call to any subordinates to check on their progress on works assigned.

4. Monitoring and Control System

The control system is very much relied on each superior, as they are tasked to closely monitor their
subordinates work performance on daily basis. Hence, the job assignment form is important to be
updated regularly and reviewed accordingly. Please note, the superior will be required to submit the
job assignment form from their subordinates to the Human Resources Department once the MCO is
lifted.

5. Disciplinary Action
Employee who failed to complete their tasks during the assigned work period will be subject to
disciplinary action. Some of the unacceptable behaviors and action will include:
- Failure to provide updates and progress on works assigned to them on daily or weekly basis,
as instructed by their superior.
- Refusal to take on assignments and tasks without valid reason.
 - Not reachable when contacted via calls, WhatsApp or any other acceptable mode of
communications.
- Failure and refused to go on conference call at superior’s instruction.
- Refuse to be present at the workplace when required, on critical and urgent matters only.

6. Tools & Resources

We understand not all employee has the proper set up to perform work from home, however where
possible, the following tools and resources could be used as deemed appropriate.
• Employees without personal computer at home
Relevant tasks shall be assigned where employees could use their smart phone to perform
job. Some example would be, making research on work related matters, and writing notes on
papers which later can be written from office personal computer upon returning to the office.
Superiors are advised to carefully assigned tasks to maximize productivity of their
subordinates, with their limited resources.
• Employees with personal computer at home
Employees with personal computer at home shall not face much difficulties to perform work
from home. However, we understand there could be only one personal computer available at
employee’s home and shared with their other family members. In this case, you may practice
resource sharing, such as, allocating time use for the personal computers for each family
members, and not necessarily within the 8 hours on daytime. In case you could only use the
personal computer at night, you are advised to inform your superior accordingly so they
understand your situation.
• Communication tools
o We would encourage the use of WhatsApp for communications method, in addition
to calling on phone. Other mode of social media such as Telegram and Wechat
could be used as deemed appropriate. Please practice the social media etiquette
when communicating in this platform.
o For video conferencing or calls, where appropriate, application like Zoom, Google
Hangout or Skype can be used at superior’s discretion. We understand there is a
privacy and security concern over Zoom’s usage, however, for non-confidential
discussion the use of Zoom platform is allowable. If you have any concerns about
data breach or potential malware, please ensure your computer or phone’s cache is
cleared, and proper antivirus is installed.
• File Sharing
To share any files or documents where the size is beyond the limit of the email capacity,
employees may use the google drive. However, all documents transmitted through email or
drives MUST be password protected especially if it is confidential document. Should
employee require an assistance, please consult your superior or our IT personnel.

We would also encourage employees to take this time to focus on their individual development plan which
means, signing up for free online courses offered by various institution. Please take this time to improve
your knowledge and acquire some new skills.

Lastly, these guidelines will not able to cover all aspects of work from home, however, it is intended to
provide a standard guide and practice to all employees whom are required to work from home during the
Covid-19 period.

It is important that all of us play as a team and being accountable for our work. The business environment
and economy will certainly be very difficult in the months to come. Despite these challenges, the
management is committed to ensure that we are able to face these challenges positively, and one way to do
is by having your support, continued dedication and high commitment in facing the challenges ahead.

Thank you.

SUZAN TEO
Head, Human Resources

Attachment: Job Assignment Form

JOB ASSIGNMENT FORM
Employee
Name
Superior Name

Department Position

Note:
1. Tasks will be assigned by the superior and both employee and superior will agree on the due date.
2. Employees are responsible to ensure all tasks assigned are completed before the due date.
3. Should employees face any challenges to complete the tasks, they are to communicate with their
superior immediately to get further assistance and not wait for the due date.
4. The Human Resources Department will obtain this form from employees upon returning to the office.
5. Please add more column if needed.
6. Failure to complete the tasks assigned will subject to disciplinary action.

# Task Due Date Status / Challenges

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